JP2008077580A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To easily assign storage time limits to documents managed by a document management system, and collectively change the storage time limits. <P>SOLUTION: The document management system comprises a storage means for storing each type of document in association with a storage time limit preset for each type to correspondence data; a type setting means for setting a type of an input document; and a time limit calculation means for calculating a storage time limit of the document based on the set type of document and the correspondence data. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to setting and control of a document storage deadline in a document management system for electronic files and the like.

  Conventionally, in document management systems for electronic files, etc., a retention period is set for documents and folders, and documents that have expired are automatically deleted, moved to a specific location, and a confirmation message is displayed to the user. Has been done.

JP2001-160052 JP2001-175511

  The above-mentioned retention period setting generally specifies a date from which a retention period expires or a period from a specific date such as a registration date.

  However, in the case of documents whose retention period is determined by specific rules such as laws and company regulations, if the rules are changed, the deadline setting must be changed for each document, which is very troublesome. there were.

  In addition, even when multiple documents are grouped in a folder, documents of the same nature are managed in units of folders, and the retention period is set, the documents are often managed across multiple folders. Will occur.

  In order to solve the above-described problems, the document management system of the present invention includes a storage unit that associates a document type with a retention period set in advance for each type and stores it in correspondence data; Type setting means for setting a type and time limit calculating means for calculating a storage time limit for the document based on the set document type and the correspondence data.

  In the present invention, correspondence table data between the document type and the specified retention period of the document is prepared, and the document type is designated when the document retention period is set. The storage period is set from the correspondence table data based on the document type. With this configuration, it is possible to provide an interface that can easily set a document retention period. Furthermore, when the retention rule of the document is changed, it is possible to change all the retention periods of the change target document registered in the document management system by updating only the data in the correspondence table.

(Example 1)
FIG. 1 is a structural diagram of an embodiment of a document management system according to the present invention.

  Reference numeral 101 denotes a storage term management table that manages the relationship between the document type name and the storage term, and has, for example, a data structure as shown in FIG.

  Reference numeral 103 denotes actual file or folder data. A file folder information management table 102 manages attribute information on each piece of data 103, and manages the name of the file folder, the type of document, and the start date of the storage period as shown in FIG.

  A disk device 104 records file and folder data and data of each management table.

  Reference numeral 105 denotes a storage term table operation unit for operating the storage term management table 101. A file / folder operation unit 106 performs operations on the file / folder information management table 102 and the file / folder data 103.

  Reference numeral 107 denotes a calendar / timer for measuring and managing dates and times.

  In addition, there are a CPU for operating these, a keyboard for the user to input information, a display for displaying information to the user, a pointing device for instructing operations on a mask, etc., but the essence of the invention Omitted because there is no effect.

Hereinafter, the operation of the present system will be described using a flowchart.
Creation of retention term management table A retention term management table is created by the user inputting a document type name and a retention term corresponding to the document type name to the table. It is also possible to use a method in which table data created externally is taken into the document management system.

The created retention term management table is, for example, as shown in FIG.
Setting of retention period for each file and folder Next, the operation for setting the retention period of a file will be described according to the procedure of the flowchart of FIG.

  First, when a file for which the retention period is to be set is selected by some means and a setting instruction is issued, the file / folder operation unit 106 opens a file setting information screen (301). The file setting information screen is, for example, 401 in FIG.

  Reference numeral 402 denotes a file name display field, 403 a document type name selection field, 404 a storage expiration date setting field, and 405 a storage expiration display field. The file name display field 402 and the storage period display field 405 cannot be changed arbitrarily by the user.

  The display contents displayed on the file setting information screen 401 are extracted from the file / folder information management table 102 and the storage term management table 101.

  The file name display field 402 displays the selected file name. The document type name corresponding to the selected file and the storage expiration date are retrieved from the file / folder information management table 102 and displayed in the document type name selection column 403 and the storage expiration date column 404.

  At this stage, it is assumed that the file / folder information management table 102 is as shown in FIG. Since the document type name of the file name “Notification 1.doc” and the storage expiration date have not yet been set, the display is blank. For this reason, the storage period display field 405 is also blank.

  Next, a document type name is selected (302).

  As shown in FIG. 5, when the button 407 at the right end of the document type name selection field 403 is selected, the document type names currently registered in the retention term management table 101 are displayed in a list, and one is selected from the list. be able to.

  Here, when the document type name is selected, the date of the current day may be automatically set in the storage expiration date column 404.

  Next, the storage expiration date is entered in the storage expiration date column 404 (303).

  FIG. 6 shows an example after selecting the document type name and inputting the storage period. Here, the document type name selection field 403 is “employment insurance related documents”, and the storage expiration date 404 is “2003/07/21”.

  Then, the file / folder operation unit 106 reads the storage term “2” corresponding to the “employment insurance related document” from the storage term management table 101, adds this value to the storage expiration date, and stores the storage expiration display field 405. To display.

When this result is stored in the disk device 104 (304), the file / folder information management table 102 is as shown in FIG.
-Retention period change The operation for changing the retention period will be described with reference to the flowchart of FIG.

  First, the preservation term management table 101 is opened (901), and a document type name is selected (902). Then, the corresponding preservation term is changed (903). The change result is saved in the disk device 104 and the process ends (904).

  For example, when the retention term of “employment insurance related documents” is rewritten to 3 from the state of FIG. 2, the retention term management table 101 is as shown in FIG.

In this state, when the file setting information screen of the “Notification 1.doc” file is opened, the storage term is calculated in 3 years, so that FIG. 11 is obtained.
-Deletion of file whose retention period has expired The operation of deleting a file whose retention period has expired will be described in accordance with the procedure of the flowchart of FIG.

  When a preset storage expiration check time is reached in the calendar / timer 107 (1201), the storage expiration check function of the file / folder operation unit 106 is activated (1202).

  The file / folder operation unit 106 checks the file / folder information management table 102 line by line in order from the top.

  First, one line is read from the file / folder management table 102 (1203).

  Next, the document type name that matches the “document type name” in the read line is searched from the storage term management table 101, and the storage term of the document type name is read (1204).

  A date A is obtained by adding the retention period read in step 1204 to the starting date of the file / folder management table read in step 1203 (1205), and this date A is compared with the date on the check day (1206).

  If the date A is earlier than the current day, the retention period has passed, so the file / folder operation unit 106 deletes the data of the file from the actual state 103 of the file / folder data (1207), Subsequently, the corresponding line in the file / folder management table is deleted (1208).

  The operations from steps 1203 to 1208 are repeated until the last line of the file / folder management table 102.

  As described above, the file operation has been described in the present embodiment, but the operation for a folder including a plurality of files can be performed in the same manner. However, when the storage time limit is set for the folder, when the storage time limit has passed, all files under the folder are deleted.

(Example 2)
FIGS. 13 and 14 are a retention term management table 101 and a file / folder management table 102, respectively, in the second embodiment of the present invention.

  In the table of the present embodiment, a column of document type ID is added to the retention term management table 101 with respect to the first embodiment, and the document type ID is stored in the file / folder management table 102 instead of the document type name. .

  FIG. 15 is a file setting information screen in the present embodiment.

  When setting the retention period for each file and folder, the document document list 1506 displays the document type name corresponding to each document type ID registered in the retention period management table 101.

  In the saving to the file / folder information management table 102, the corresponding document type ID is obtained from the set document type name, and the document type ID is saved.

  The document type display field 1503 on the file setting information screen displays the document type name corresponding to the document type ID in the retention term management table 101 for the document type ID registered in the file / folder information management table 102. Is done.

  FIG. 16 is a flowchart of an operation for deleting a file whose retention period has passed in the second embodiment.

  In step 1604, not the document type but the document type ID is read out, which is different from the first embodiment.

  In this embodiment, the document type name can be arbitrarily changed by managing with the document type ID.

  This is effective when the rules for the retention period have changed at a certain point, but the conventional rules remain applied to the documents before the rules are changed.

  For example, it is assumed that the rule has been revised in 2002 in place of the conventional retention term rule as shown in FIG. 17, and the retention period for occupational accident related documents has become seven years.

  In such a case, the document type ID of document type ID “1” is changed to “work-related document (pre-2001)” and a new document type ID “4” "After 2002)" is added.

  In this way, for files and folders whose document type ID is set to 1 in the conventional rule, the document type name is automatically “work-related document (before 2001)” when the setting screen is displayed. By simply rewriting one place in the management table, it is possible to display a very easy-to-understand display.

(Other examples)
Although the embodiments have been described in detail above, the present invention can take an embodiment as, for example, a system, apparatus, method, program, or storage medium (recording medium). For example, the present invention may be applied to a system composed of a plurality of devices, or may be applied to an apparatus composed of a single device. In addition, the present invention may be configured by hardware such as an electronic circuit, or may be controlled in part or in whole using a computer and a program. Moreover, the form using the memory provided in the function expansion board inserted in the computer or the function expansion unit connected to the computer may be used.

  When the present invention is realized by a computer program, the program (a program corresponding to the flowchart in the embodiment) is supplied directly or remotely to the system or apparatus. Then, the present invention is realized by the computer of the system or apparatus reading and executing the supplied program code. Accordingly, the program code itself installed in the computer also implements the present invention. In that case, as long as it has the function of a program, it may be in the form of object code, a program executed by an interpreter, script data supplied to the OS, or the like.

  As a method for supplying the computer program, various computer-readable recording media such as a magnetic disk, an optical disk, a magneto-optical disk, and a semiconductor memory can be used.

  As another program supply method, the program can be supplied by downloading it from the Internet to a recording medium such as a hard disk using a computer browser or the like. That is, it can be supplied by downloading the computer program itself of the present invention or a compressed file including an automatic installation function from the Internet. It can also be realized by dividing the program code constituting the program of the present invention into a plurality of files and downloading each file from a different server. In other words, a server that can download a program file for realizing the functional processing of the present invention on a computer to a plurality of users is also included in the present invention.

1 is a system configuration diagram of a first embodiment of the present invention. The preservation term management table of the first embodiment. The flowchart regarding the setting operation | movement of the preservation | save term to each file and folder of 1st Example. The file setting information screen transition diagram when setting the retention period to a file or folder. The file setting information screen transition diagram when setting the retention period to a file or folder. The file setting information screen transition diagram when setting the retention period to a file or folder. The content transition diagram of the file / folder information management table when setting the retention period for files and folders. The content transition diagram of the file / folder information management table when setting the retention period for files and folders. The flowchart regarding the preservation | save term change operation | movement of 1st Example. The preservation term management table after the preservation term change of the first embodiment. File setting information screen after changing the retention period of the first embodiment. The flowchart regarding the deletion operation | movement of the file which the storage period passed in 1st Example. The preservation term management table of 2nd Example. The file / folder information management table of 2nd Example. The file setting information screen of 2nd Example. The flowchart regarding the deletion operation | movement of the file which the storage term passed in 2nd Example. The retention term management table after the document type name change of the second embodiment.

Claims (3)

Storage means for associating a document type with a retention period set in advance for each type in association data;
Type setting means for setting the type of the input document;
A deadline calculating means for calculating a storage deadline for the document based on the set document type and the correspondence data;
A document management system comprising:   The document management system according to claim 1, wherein the setting unit sets the document type and the date of calculation based on a user instruction. Further comprising changing means for changing the correspondence data stored in the storage means;
2. The document management system according to claim 1, wherein the time limit calculating unit calculates a storage time limit of the stored document based on the correspondence data changed by the changing unit.

Images